Documentation Clerk jobs in Pueblo, CO

This position is only open to Colorado state residents.

This position is covered by the Partnership Agreement between the State of Colorado and Colorado Workers for Innovative and New Solutions (COWins). 

New employees to the State will be paid biweekly. There are 26 biweekly pay periods in a year.

About CDOT 

Do you want to make a difference in Coloradans’ lives?  Do you have a passion for helping people and keeping them safe? At the Colorado Department of Transportation (CDOT), you’ll have the opportunity to do just that. The work our people do contributes to keeping Coloradans and visitors safe and provides freedom, connection, and experience through travel. Please visit our careers page to learn about CDOT and how we are making Colorado a great place to live, work and play, now and for the future! Also, check out our excellent benefits package!

CDOT for All

CDOT’s strength is our people, and our commitment to our people is to shape, support, and sustain the employee experience, and ultimately, create a supportive workplace where everyone, regardless of gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education, disability, socio-economic status, or any other identity, has the opportunity to thrive. 

Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to https://studentaid.gov/pslf/ 

The eligible list created from this announcement may be used to fill current and future vacancies for a period of up to 6 months. 

#LI-POST

About the Work Unit

• Provides preliminary information to design projects in the Region,
• Develops materials-related specifications to be used in construction plans,
• Provides design and construction engineers with technical and engineering services in highway materials (concrete, asphalt and soils) as it pertains to road and bridge construction and design,
• Provides analytical, technical direction, and training to field personnel, and
• Provides data and develops decision-making tools to aid management selecting optimum strategies for rehabilitating pavements through the CDOT pavement management program.

• The purpose of this position is to check materials finals to ensure conformance with the CDOT Field Materials Manual, project specifications and field materials documents during project construction. 
• This position will perform a variety of documentation duties that will consist of both in office and field reviews. 
• This position will ensure that all required materials documentation inclusive of, but not limited to Form 250s, Form 379s, Form 473s, Form 474s, Buy American certificates, COC’s, CTRs, QC Data, price reductions, final estimates, and supporting documentation is present and accurate to allow closure of projects in conformance with CDOT documentation requirements. 
• This position will periodically visit projects sites to ensure that materials documentation requirements are being completed at the time of construction, which will help ensure timely, compliant, and accurate closure of projects. 
• This position will also advise project personnel on how to properly complete and store documentation, both physically and electronically to adhere to CDOT policies.
• This position will train and advise testers with interpreting and navigating the materials documentation requirements set forth in the CDOT Field Materials Manual and with the use of any software systems CDOT use to track, report, and document project materials testing results, currently LIMS/SiteManager.
• Attends preconstruction and prepaving meetings to assist with identifying and clarifying materials specifications, production and testing issues in advance.

Your duties and responsibilities will include, but are not limited to, the following:

• Review project materials documentation during and after project construction to verify that CDOT Field Materials Manual (FMM) requirements and construction project specifications for Owner Acceptance (OA) are completed. This action supports the FHWA/CDOT Stewardship agreement for compliance with material testing. 
• Required to follow the latest Field Materials Manual policies/requirements. 
• Check materials documents for finals, which consists of but is not limited to the following materials to be reviewed: Form 250s, Form 379s, Form 473s, Form 474s, Buy American certificates, COC’s, CTRs, QC Data, price reductions, incentive/disincentive payments, final estimates, and supporting documentation. 
• Ensure that the proper number and types of tests were completed for each of the relevant forms and that all exceptions are noted and accepted by the Project Engineer for each project. 
• Issue “Materials Documentation Request” forms to the relevant project personnel noting which items are deficient and in need of resolution to be in conformance with CDOT policies. May assist with advisement of how to resolve stated discrepancies. 
• Maintain fluency in SMM, LIMS, ProjectWise, ProjectShare and all other electronic documentation platforms utilized by CDOT. To execute checking of materials finals, will review the plans and specifications of relevant projects.
  

• Conduct on-site reviews of project’s field materials documentation, during construction, and will compare current documentation to the elements installed on the project. 
• Use project construction and testing knowledge to compare the quantity of materials represented in the plans to the quantity of materials installed on the site. Materials documents as stated in Primary Job Duty A shall be inspected at this time to ensure compliance with CDOT policies. If discrepancies between field documentation and installed materials quantities exists, this position will advise in writing how to rectify deficiencies prior to final submission of the materials finals documentation for review. 
• Inspect and ensure that exceptions to the materials finals documentation processes are being appropriately documented and are in conformance with CDOT policies during this review. 
• Issue written findings to relevant personnel to better ensure conformance to CDOT policies.

• Assist project personnel with construction administration.
• Assist Finals Engineer by entering the construction project starting date in SiteManager and save the construction project NTP and award letter in ProjectWise.
• Assist with activating projects in SiteManager and assist granting contract authority in SiteManager and/or ProjectWise at PE’s request
• Assist with entering the acceptance date in SiteManager and sending out the final settlement letter. 
• Assist with generating the final estimate in SiteManager.
• Assist Finals Engineer and Project Engineers route project Change Orders via Adobe Sign and notify Area Engineer of record locations (ProjectWise URN) of all project change orders completed
• Assist in scheduling progress reviews and tracking to ensure the amount of documentation oversight (frequency of progress reviews) is appropriate to expedite the submittal of the projects’ Final documentation to the Region
• Review project documentation while the project is in construction and ensure that everything is being completed and submitted according to federal and state rules and regulations.
• This duty requires a driver’s license as the position regularly drives to project sites to review the project documentation.

• Under the guidance of the Regional Materials Engineer and Finals Engineer, provide training to project personnel on CDOT documentation requirements and paper/electronic documentation platforms that CDOT utilizes. These platforms consist of but are not limited to SiteManager Materials (or equivalent), LIMS, and ProjectShare. 
• Document what the most encountered issues are and will advise on how to improve the systems by participation in committees on an annual basis.
• A valid driver’s license is required to complete these job duties.

• Develop and maintain a tracking system for material finals submittals with consultation with the Regional Materials Engineer and Finals Engineer. .
• Facilitate 473/474 Adobe Sign document. Set up form recipients at the appropriate time as outlined in the FFM. Ensure form is completed accurately and is retained in the project record.
• Ensure that material finals are submitted and reviewed to comply with FHWA/CDOT Stewardship agreement and CDOT Specifications within a timely manner. 
• After completion of materials finals, track and file the project plans, specifications, and materials finals as appropriate with Materials Units policies.

• Assist the Region Construction Finals Coordinator, the Region Materials Engineer, and Staff Materials to improve the CDOT documentation process. This will entail reworking existing requirements and developing new requirements. 
• Process improvement will require that this person attend the bimonthly Materials Advisory Committee (MAC) meeting to stay current on upcoming materials changes to determine if these changes will affect existing documentation requirements. 

• Your schedule will primarily be 8:00 am – 5:00 pm work hours, Monday-Friday, but we are flexible to meet your work/life balance needs while ensuring CDOT business needs are met.
• You will likely work a hybrid schedule with a combination of in-office and remote work.  In-office work will likely balance between the Pueblo HQ Building and Colorado Springs North Program facility.
• Occasional travel throughout the state to meet with CDOT customers and attend training/conferences.

Minimum Qualifications

• Six (6) years of years of full-time professional work experience in coordinating projects or processes, supervising quality control and management procedures or data management and records maintenance.

• A bachelor’s degree from an accredited college or university in Engineering, Business, management or a closely related field AND 2 years of full-time professional work experience in coordinating projects or processes or data management and records maintenance.

College Transcripts: If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or an official foreign credential evaluation report must be submitted with your application. Transcripts must show the name of the school and that a degree was conferred. Transcripts from colleges or universities outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or foreign credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this position.

Conditions of Employment

• Must pass a pre-employment screening which may include social security number trace, criminal records check, public court records check, educational records, and driving records checks. More information in the supplemental information section.

• A current valid driver license is required for all Colorado Department of Transportation (CDOT) positions which require operating a state or personal motor vehicle to perform one or more essential functions of the position. 

The exceptional applicant will possess the proven ability or accomplishment in the following:

• Demonstrated success with the duties listed in the Description of the Job section.

• Years of State service experience related to the duties of this position.

• Highest work/personal ethics and integrity.

• Proven ability to manage multiple assignments, priorities, and projects in a demanding environment.
• Ability to work under tight deadlines and be adaptable to changing assignments.
• Ability to take initiative to solve problems in an innovative manner.
• Ability to work with a variety of stakeholders with sensitivity to their needs, priorities, promises made, and commitments.
• Ability to negotiate mutually acceptable solutions and build consensus through give and take.
• Effective interpersonal and relationship building skills.
• Excellent reasoning, investigative, analytical, and problem solving ability.
• Excellent facilitation, presentation, and communication skills, both written and oral.
• Strong attention to technical detail and accuracy.
• Ability to work effectively in both independent and team situations.
• Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications, SAP, and the ability to quickly learn other software systems.

Applicant Checklist 

Complete Applications must include the following documents:

1. A complete CDOT Application for Announced Vacancy (please submit online using the green 'APPLY' button at the top of this announcement)

2. A complete Supplemental Questionnaire (The questionnaire is part of the online application. You will be prompted to answer them as you are completing your online application.)

3. A cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position. Cover letters must be uploaded as an attachment to your online application. Cover letters will not be accepted after the closing date and time of the announcement. 

4. A detailed chronological resume. Resumes must be uploaded as an attachment to your online application. 

5. If you are using education to qualify, a copy of your official or unofficial transcript showing that your degree has been conferred and the name of your school, or your NACES accreditation. Please submit this as an attachment to your online application.

6. If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application.

Only complete applications submitted by the closing date for this announcement will be given consideration. Every effort must be made to submit all application materials by the announcement close date. Where unusual circumstances prevent timely acquisition of transcripts, they must be submitted within five business days of the announcement close date. Resumes will not be accepted in lieu of a completed application. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.

Notifications:

All correspondence regarding your status in the selection/examination process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from "state.co.us" and "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email. Immediately after you submit your application you should receive an email that confirms that you successfully submitted an application for this position. If you do not, try submitting again until you receive the confirmation email. Be sure to also check your junk folder for email communications from the State of Colorado's website.

The Hiring Process: 

1. All applications that are received by the closing of this announcement will be reviewed against the minimum qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.  

2. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.

• Part, or all, of the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.

• Be sure your application materials specifically address your qualifications, experience, work products, and accomplishments as they relate to the Major Duties, Minimum Qualifications, and Preferred Qualifications sections as listed above.  Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion as a qualified candidate in any step of the selection process and placement on the eligible list. 

1. A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

Transfer, Non-Disciplinary Demotion or Reinstatement 

If you believe that you are eligible to be considered as a transfer, non-disciplinary demotion, or reinstatement to this vacancy, you must submit a completed application following the directions in this job announcement and you will be included in the selection process along with other qualified applicants.  If you are the finalist for this position after the selection process, Human Resources will confirm your eligibility to be appointed as a transfer, non-disciplinary demotion, or reinstatement applicant.     

Employment Screening

If an applicant reaches the finalist stage of the hiring process, the Colorado Department of Transportation may procure a consumer report and/or investigative consumer report on the applicant in connection with his/her application for employment purposes, as defined under the Fair Credit Reporting Act. These reports may be obtained at any time after receipt of the applicant's authorization. As part of the employment screening an applicant will be requested to disclose any deferred judgments and convictions as well as an explanation of the circumstances around any arrest or conviction. In the event that a screening returns information that the applicant believes is not accurate, he or she will have an opportunity to dispute the information with “Info Cubic.”

Info Cubic, a consumer reporting agency, will obtain the report for CDOT. Further information regarding Info Cubic, a Division of Orange Tree, including its privacy policy, may be found online at www.InfoCubic.com and www.OrangeTreeScreening.com. Info Cubic is located at 7275 Ohms Lane, Minneapolis, MN 55439. 

The report may contain information bearing on the applicant's character, general reputation, personal characteristics, and mode of living.  The information that may be included in the report includes social security number trace, criminal records check, public court records checks, educational records, and driving records checks. CDOT will only request credit reports insofar as they relate to the position for which the applicant is applying. The information contained in the report will be obtained from private and/or public record sources. The applicant will have the right, upon written request made within a reasonable time after receipt of a notice, to request disclosure of the nature and scope of any investigative consumer report.

Appeal Rights

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director. An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver, CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action. For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board go to spb.colorado.gov; contact the State Personnel Board for assistance at 303.866.3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Equity, Diversity, and Inclusion

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Discrimination and/or harassment against any person is prohibited because of disability, race, creed, color, sex, sexual orientation, religion, age, national origin, ancestry, political affiliation, veteran’s status, marital status, gender identity or any other protected class recognized under the Colorado Anti-Discrimination Act (CADA). This applies to all employment decisions.

ADAAA Accommodations 

CDOT is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability as defined by the ADA Amendments Act of 2008 (ADAAA) with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, or participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Misty Valles at Misty.Valles@state.co.us or call 303-757-9718.

Former State Employees

Former employees of the Colorado Department of Transportation System or any other State of Colorado Department or Agency, who were disciplinarily terminated or resigned in lieu of termination, must disclose this information on his/her application.

MKV (SAP #50003700 / PCR# 56339)